EXHIBITOR GUIDE - annualmeeting.ascrs.org

ASOA Workshops April 22
EXHIBITOR GUIDE
Practice management programming provided by the American Society of Opthalmic Administrators
2 | 2022 ASCRS ANNUAL MEETING EXHIBITOR GUIDE
Dear Exhibitor:
We invite you to participate in the American Society of Cataract and Refractive Surgery (ASCRS) and American Society of Ophthalmic Administrators (ASOA) Annual Meeting taking place April 22–26, 2022, at the Walter E. Washington Convention Center in Washington, D.C.
With a diverse range of unique and awe-inspiring spaces that complement a renewed cosmopolitan flair, there's no better place to hold a meeting than Washington, D.C.
From their record-breaking and environmentally innovative Walter E. Washington Convention Center to the simple elegance and modern amenities of the Carnegie Library at Mt. Vernon Square, Events DC can provide mixed use venues that can accommodate and delight crowds of any size.
Enclosed is information on our exhibition opportunities for ASCRS Subspecialty Day being held on Friday, April 22, 2022, and the ASCRS Annual Meeting, which will begin April 23, 2022.
We have a focused effort on driving our members to engage with exhibitors and spend more time in our Exhibit Hall. The focus of our Exhibit Hall is creating meaningful networking opportunities for surgeons, administrators, nurses, technicians, and industry representatives.
We look forward to being with you in Washington, D.C.!
Richard Hoffman, MD Steve Speares ASCRS President ASCRS Executive Director
Important Dates 4
Exhibit Schedule 7
Priority Points for Space Assignments 11
Booth Fees 12
Business Suites 13
FDA Regulations 19
Material Handling & Shipping 25
Exhibit Booth Marketing & Activities 28–31
During the Exhibition 32–33
Policies and Regulations 34–36
ASCRS Subspecialty Day Exhibit Information 37–42
TABLE OF CONTENTS
JANUARY 28 EAC forms and EAC certificate of insurance forms* due to ASCRS Attn: Jennifer Murray [email protected] *If forms are not received by this date, you will be required to use Freeman for install and dismantle services.
FEBRUARY 4 Housing cutoff – Last day exhibitors may release up to 20% of the total room nights booked without penalty.
FEBRUARY 11 Hazardous waste/wet lab forms due to Exhibits Manager
Laser Safety forms due for ASCRS Exhibit Hall and ASCRS Subspecialty Day exhibits (if applicable)
FEBRUARY 21 Booth cancellation on or after this date will forfeit 100% of total booth fee
MARCH 8 Last day to request a preregistration attendee list; mailer sample must be included for review. This is the last day we will review and process attendee lists.
Giveaway approval request deadline
APRIL 20–25 Exhibitor registration open
APRIL 21 ASCRS Subspecialty Day exhibit tables installation 1:00–5:00 p.m.
APRIL 22 ASCRS Subspecialty Day exhibits open 7:00 a.m.–4:00 p.m. ASCRS Subspecialty Day exhibits dismantle 4:00 p.m.–6:00 p.m.
APRIL 23–25 ASCRS Exhibit Hall open
APRIL 25–27 ASCRS Exhibit Hall dismantle
The exhibitor checklist with all vendor products and service ordering deadlines will be provided in the service kit.
SEPTEMBER 1 Booth space applications open online
SEPTEMBER 10 Priority Point totals emailed
OCTOBER 8 Booth applications due including 50% deposit (2 bonus Priority Points will be applied if full payment is submitted with application)
OCTOBER 12 Booth space selection appointments emailed
OCTOBER 18–NOVEMBER 1 Booth space selection phone calls taking place
DECEMBER 3 Booth space confirmations emailed
DECEMBER 7 Last day to cancel exhibit space without incurring a penalty
Final booth payments due
DECEMBER 8, 2021–JANUARY 11, 2022 Booth cancellation will forfeit 30% of total booth fee
DECEMBER 15 Affiliate functions applications available in your exhibitor dashboard
Exhibitor badge registration opens online
Exhibitor Service Kit opens and available in your exhibitor dashboard
JANUARY 12–FEBRUARY 20 Booth cancellation will forfeit 60% of total booth fee
JANUARY 21 (90 days out) Island booth blueprints with line drawings and hanging sign/rigging plans due to Exhibits Manager (ISLAND BOOTHS ONLY)
HOUSING FOR THE 2022 ANNUAL MEETING OPENED JULY 23, 2021.
IN 2021 Exhibiting Companies: 168
Meeting Attendees: 3,426
Exhibitor Attendees: 2,728
Total Attendance: 6,154
OPHTHALMOLOGISTS BY LOCATION
U.S. Ophthalmologists: 1,588
International Ophthalmologists: 555
10-YEAR ATTENDEE AVERAGE
Ophthalmologists 62%
2021 ALL MDS BY PRIMARY AREA OF PRACTICE
Cataract 38%
Comprehensive 19%
Cornea 17%
Glaucoma 10%
Refractive 9%
Corporate, Guests, Other
2,000 1,500 1,000
ANNUAL MEETING ATTENDANCE TRENDS
PREPARE TO CONNECT WITH THE ENTIRE OPHTHALMIC CARE COMMUNITY The ASCRS Annual Meeting is the largest U.S. meeting for anterior segment specialists, practice management staff, and ophthalmic technicians and nurses. It’s where attendees come to learn directly from the world’s thought leaders in ophthalmology and return with the practical tools needed to improve their practice and enhance patient outcomes.
Total Attendance: 3,426
The ASCRS Anterior Segment Surgery Program, the ASOA Ophthalmic Practice Management Program, and the Technicians & Nurses Program are held simultaneously. These annual meetings are the principal educational forums for ASCRS and ASOA members and feature topic-specific general sessions, exhibits, educational posters, affiliate meetings, and the ASCRS Film Festival.
2021 U.S. PHYSICIANS BY PRIMARY AREA OF PRACTICE
Cataract 38%
Comprehensive 19%
Cornea 17%
Glaucoma 10%
Refractive 9%
Cataract 45%
Cornea 20%
Glaucoma 8%
Resident/Fellow 19%
EXHIBIT SCHEDULE HALL A & B, LOWER LEVEL Saturday, April 23 9:00 a.m.–5:00 p.m. Sunday, April 24 9:00 a.m.–5:00 p.m. Monday, April 25 9:00 a.m.–5:00 p.m.
EXHIBITOR REGISTRATION EXHIBIT HALL A, LOWER LEVEL Wednesday, April 20 8:00 a.m.–5:00 p.m. Thursday, April 21 8:00 a.m.–6:00 p.m. Friday, April 22 7:00 a.m.–7:00 p.m. Saturday, April 23 7:00 a.m.–5:00 p.m. Sunday, April 24 7:30 a.m.–5:00 p.m. Monday, April 25 8:00 a.m.–12:00 p.m.
EXHIBITS INSTALLATION HALL A & B, LOWER LEVEL Wednesday, April 20 8:00 a.m.–8:00 p.m. Thursday, April 21 8:00 a.m.–8:00 p.m. Friday, April 22 8:00 a.m.–5:00 p.m.
EXHIBIT HALL DISMANTLE EXHIBITS CLOSE Please keep the aisles clear of debris during the move-out process to prevent trip hazards. Freeman will begin pulling aisle carpet promptly at 5:00 p.m. Please pull the parts of your display you can easily handle and are closest to the aisles farther into your booth space to help protect them.
EMPTY RETURN Freeman will begin the return of empty containers promptly at 5:00 p.m. on Monday for a projected completion of 12:00 a.m. Cardboard and fiber cases will be returned first. Please DO NOT offer gratuities to workers in an attempt to find your empties. To ensure your safety, exhibitors will not be allowed in the crate storage area.
Please schedule your staff and travel accordingly as we cannot guarantee what time you will be finished with tear down on Monday evening.
EXHIBITOR MOVE OUT Monday, April 25 5:00 p.m.–9:00 p.m. Tuesday, April 26 8:00 a.m.–5:00 p.m. Wednesday, April 27 8:00 a.m.–5:00 p.m.
All labor and outbound material handling services performed after 4:30 p.m. will have overtime charges applied.
DISMANTLE INFORMATION All exhibitor materials must be removed from the exhibit facility by 5:00 p.m. on Wednesday, April 27. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check in by 8:00 a.m. on Wednesday, April 27. Drivers not checked in by this time will risk the possibility of their shipments going out on the house carrier.
POST-SHOW PAPERWORK AND CARRIER CHECK-IN Freeman Exhibitor Services Department will gladly prepare your outbound Material Handling Agreement and labels in advance.
Complete the Outbound Shipping form in the service kit and your paperwork will be available at show site. Be sure your carrier knows the company name and booth number when planning for shipping your exhibit at the close of the show.
ASCRS SUBSPECIALTY DAY EXHIBITS *Location will be published in the coming weeks.
Installation Thursday, April 21 1:00–5:00 p.m.
Exhibits Open Friday, April 22 7:00 a.m.–4:00 p.m.
Dismantle Friday, April 23 4:00 p.m.–6:00 p.m.
EXHIBIT SCHEDULE
INABILITY TO HOLD CONVENTION OR CHANGE IN SCHEDULED DATES If because of war, strike, the destruction, construction or renovation of the Exhibition Venue, government order, terrorist act, act of God or other cause beyond the control of the Association, the Conference and Exhibition or any part thereof is prevented from being held, the Association shall be relieved of its obligations under these Terms and Conditions. In regard to Exhibitors, the Association shall determine and refund to Exhibitor its proportionate share of the balance of the aggregate exhibit fees received that remain after deducting expenses incurred by the Association and reasonable compensation to the Association, but in no case shall the amount of the refund to Exhibitor exceed the amount of the exhibit fee paid by Exhibitor. In regard to Sponsors, Sponsorships are non-refundable. The Association shall determine the remaining aggregate value of the sponsorship fees as of the date of cancellation or postponement and apply the remaining sponsorship value to an upcoming conference as agreed to by the parties. Exhibitor(s) and/or Sponsor(s) acknowledge and agree that the Association may be required to change the scheduled dates of the Conference and Exhibition as set forth in the Contract for reasons beyond its control or for reasons that, in the sole judgment of the Association, will benefit the Conference and Exhibition and the participating Exhibitors and Sponsors. In the event that the Association is required, or decides, to change the dates of the Conference and Exhibition, the Association will make its best efforts to notify exhibitors and sponsors in writing of such change at least sixty (60) days prior to the dates originally set forth in the Contract.
MEETING CANCELLATION POLICY
EXHIBIT BOOTH SPACE ASSIGNMENT The ASCRS exhibits are an extension of the continuing education program. To be accepted by ASCRS, the products and services should be directly related to the ophthalmic or medical administrative fields.
Booth placement is prioritized using a point system, and booths are assigned during a scheduled phone call between the Exhibits Manager and the designated booth contact for each company that submitted an application by the deadline. An email will be sent out to all exhibiting companies detailing total points earned for the upcoming annual meeting. Following your Priority Point breakdown, an email will be sent to the main booth contact with a phone appointment day and time to select your booth location. Companies with the greatest number of points are assigned first, progressing to companies with the fewest amount of points.
Priority Points are accrued through a variety of opportunities extended by ASCRS. In order for accrued Priority Points to be applied to space selection standings, the exhibiting company must submit a completed space application online by the published deadline.
The exhibit booth space application will be considered complete when it has been electronically signed by the appropriate authorized personnel and the 50% deposit amount is received by the published deadline date.
Additional Priority Points will be rewarded toward the 2022 Annual Meeting booth space standings if full payment is received with your exhibit space application by deadline.
Applications received on or after the deadline will be processed AFTER space selection assignments have taken place. These booths will be assigned based on availability, and Priority Points will not be considered.
CONFIGURATION OF EXHIBIT HALL ASCRS reserves the right to reconfigure the Exhibit Hall floor plan and reassign any exhibiting company at any time. Should the affected exhibitor cancel their space as a result of their booth reassignment, payments will be refunded in full. The affected exhibitor must submit their cancellation notification in writing no later than 3 days after notification of space reassignment to receive a refund.
BOOTH SHARES Companies wishing to share a booth space must have a minimum of 200 square feet.
A signed letter on official company letterhead by each company acknowledging they agree to share the space must be sent to the ASCRS Exhibits Manager Jamie Barbera, [email protected].
The Exhibits Manager will advise how to proceed.
Each company must provide individual company descriptions and product categories to be listed in annual meeting publications.
If companies are splitting the booth fee, please note this in your email.
Both companies will be listed in the meeting program and meeting app.
BOOTH SPACE ASSIGNMENTS
THIRD PARTY BOOTH MANAGEMENT AUTHORIZATION FORM
THIRD PARTY BOOTH MANAGEMENT AUTHORIZATION FORM If you are hiring a third party to organize the logistics of your booth, please fill out this form and email it to Jamie Barbera | Exhibits Manager | [email protected].
EXHIBITING COMPANY Exhibiting Company: ______________________________________________________________________________________
Address: ________________________________________________________________________________________________
Please email this page to Jamie Barbera | Exhibits Manager | [email protected].
FOUNDATION DONATION POINTS EARNED
$1,000–$4,999 2 points
$5,000–$14,999 4 points
$15,000–$29,999 6 points
$30,000–$49,000 10 points
$50,000–$79,000 15 points
$80,000–$100,000+ 20 points
DATE DONATIONS RECEIVED MEETING
SPONSORSHIP SPEND POINTS EARNED
$1,000–$4,999 2 points
$5,000–$14,999 4 points
$15,000–$29,999 6 points
$30,000–$49,999 10 points
$50,000–$79,999 15 points
$80,000–$149,999 20 points
$150,000–$199,999 25 points
$200,000–$299,999 30 points
$300,000–$399,999 35 points
$400,000–$499,999 40 points
$500,000–$599,999 45 points
$600,000–$699,999 50 points
Please contact Jamie Barbera, ASCRS Exhibits Manager, [email protected], for the breakdown of sponsorship areas calculated.
*Additional Foundation partnership benefit timelines including those related to the Annual Meeting will be coordinated directly with the Foundation. **Value for approved in-kind Foundation donations will be included
PRIORITY POINTS Priority Points are the principal determining factor for exhibit location at the ASCRS Annual Meeting.
ASCRS recognizes that the location of a booth at our Annual Meeting is of high strategic importance and has a point system in place that determines the order of space selection and assignment for each exhibitor.
PRIORITY POINTS ACCRUAL SYSTEM CALCULATIONS The below accrual period is in effect for your 2022 Annual Meeting exhibit booth.
Priority Points for the Annual Meeting are accumulated annually and added to the cumulative total following these guidelines:
2 points for exhibiting at the current Annual Meeting
4 points for exhibiting at ASCRS Subspecialty Day (Cornea Day, Glaucoma Day, and Refractive Day)
2 points for applying full payment with the space application by the deadline
1 point earned per one hundred square feet of exhibit space if you utilize onPeak for your hotel needs
1 point deducted per one hundred square feet of exhibit space if you do not utilize onPeak for your hotel needs
2 points earned for completing the post-meeting Exhibitor Survey
FOUNDATION DONATION – Points will be earned for your donations to the ASCRS Foundation; see the charts below for point scale and timeline.
EYEWORLD ISSUE PARTNER Points Earned
Platinum EyeWorld Partner 10 points
Gold EyeWorld Partner 6 points
Silver EyeWorld Partner 4 points
Single Placement Ads (2) 2 points
SPONSORSHIP – Points will be earned for any sponsorship spend. See the charts below for point scale.
EYEWORLD ISSUE PARTNER – Points are allotted per EyeWorld Partner level type; see the chart below for corresponding point scale.
PRIORITY POINTS FOR SPACE ASSIGNMENTS
BOOTH SPACE FEES & PAYMENTS EXHIBIT SPACE RENTAL FEES Space rental fees are charged according to booth configuration and size. All exhibit specifications will be in accordance with ASCRS’ rules and regulations.
Inside Linear/Perimeter: $3,900 Corner Linear/Perimeter: $3,900 Linear booths are sold in ten-foot by ten-foot (10’ x 10’) increments.
Island Booths: $39.00 per square foot An island booth is defined as a booth with all sides exposed to an aisle. To determine the cost, multiply the size by $39 (example: 20’ x 20’ = 400 x $39 = $15,600).
INCLUDED IN BOOTH FEE Six complimentary exhibitor personnel badges per 100 square feet of booth space.
Admission to the ASCRS Film Festival, as well as admission to ophthalmologist and administrator sessions, provided seating is available.
Carpet is NOT included with your booth.
Company name and product categories in the ASCRS Preview Program
Company name, booth number, and product categories in the Real-Time Program
Company full listing in the ASCRS meeting app
PAYMENT SCHEDULE A 50% deposit is required with your application no later than October 8. Applications submitted without payment will not be binding and space will not be assigned or held.
Final booth payments are due December 7. Contracts submitted after December 7, 2021, must include the full booth space fee in order to be processed.
If payment is not received on or before December 7, 2021, exhibitors will lose Priority Points (toward the following year’s Annual Meeting booth space).
ASCRS may cancel or reassign unpaid space without notification.
BOOTH SPACE CANCELLATIONS CANCELLATION POLICY Cancellation of assigned booth space must be submitted in writing to the Exhibits Manager. Cancellations will not be taken on the phone.
Upon cancellation of exhibit space, exhibitor is responsible for canceling any hotel rooms and/or meeting space that may have been on hold.
Exhibitors canceling a previously assigned booth will forfeit a percentage of the total space fee based on the following schedule:
135 days from show date (December 8, 2021)–101 days from show date (January 11, 2022) forfeit 30% of total booth fee
100 days from show date (January 12)–61 days from show date (February 20) forfeit 60% of total booth fee
60 days from show date (February 21)–0 days from show date forfeit 100% of total booth fee
Exhibitors that fail to pay the cancellation fee will not be permitted to exhibit at future ASCRS meetings until the balance is paid in full.
DOWNSIZE POLICY Requests to downsize assigned booth space must be submitted in writing to the Exhibits Manager. Downsize requests will not be taken on the phone.
Exhibitors downsizing AFTER their booth space confirmation has been sent will forfeit 50% of the total space fee and will be subject to booth relocation:
All requests received to downsize AFTER January 22 will result in an 80% penalty on the original full booth space fee.
Companies who do not submit a contract by the deadline will not have their Priority Points considered toward their 2022 space selection and will not be assigned a booth space appointment time until after the initial assignments are completed.
BOOTH FEES
BUSINESS SUITES ON THE SHOW FLOOR Business Suites are located in the Exhibit Hall and meant to accommodate activities such as staff meetings, private business meetings, and product demonstrations or displays. All staff, product literature, and product displays must remain completely inside the business suite at all times. There may be no displays or banners outside or on the walls of the suite. All ASCRS Show Rules and Regulations detailed within the ASCRS Annual Meeting Exhibitor Guide and Service Kit are in effect.
Business suites are custom-built, 10 x 20, 10 x 30, or 20 x 20 units with 8-ft high hard walls and open ceilings. There is a limited number of suites available, therefore, we will not place them on hold or pending status. Suites will be assigned at time of request and based on availability only.
To purchase a business suite you can add this item during the booth application process online. If you would like to add a suite after you purchased your booth, please email Jamie Barbera, Exhibits Manager, [email protected], to add this in your exhibitor dashboard invoice.
RENTAL FEES: $8,000 per 10 x 20 $12,000 per 10 x 30 $16,000 per 20 x 20
Included in the price of the suite rental is: Construction of the suite by Freeman Show color carpet (midnight blue) Sign with company name placed on the door
Furniture may be ordered through Freeman in the Service Kit. It is the responsibility of the company assigned to the suite to make all necessary arrangements and payments with vendors for any services and products that are rendered and not included in the standard rental fee. Electric and internet are not included; you will need to order these services as well.
Further information regarding business suites will be in the online application and in your exhibitor dashboard after you have purchased your booth.
BUSINESS SUITES ON THE SHOW FLOOR
PAYMENT METHODS
ASCRS accepts:
American Express
WIRE TRANSFERS Please contact the ASCRS Exhibits Manger, Jamie Barbera, [email protected], for wire instructions.
The transaction fee must be included in the total wire amount including the bank’s processing fee. ASCRS is not responsible for this amount and you will be billed for the balance.
Please ask your banking institution for the transaction fee amount to include. Wire details will not be provided until the booth application has been submitted. OUTSTANDING BALANCES/PAYMENTS DUE Companies that have an outstanding balance due from a previous meeting or promotional opportunities will not be permitted to set up their exhibit on site until the balance is paid in full.
All booths are required to be paid in full prior to setting up onsite at the current Annual Meeting. ASCRS has the right to refuse to permit your booth installation if you have not paid your balance(s).
If you did not receive the link for the online application to purchase your exhibit space, please contact Jamie Barbera, Exhibits Manager, [email protected].
PAYMENT SCHEDULE & METHODS
Exhibitor badge registration will open December 15, 2021.
EXHIBITOR BADGE REGISTRATION
EXHIBITOR BADGE REGISTRATION Convention Data Services will email you a link with instructions on how to register your personnel badges. You will use the same password as you used for your exhibitor dashboard in order to log in to registration.
BADGE ALLOTMENT & FEES Each exhibiting company will qualify for 6 complimentary exhibitor personnel badges per 100 sq. ft. of exhibit space. Each additional badge (over allotment) will cost $300.00.
If your booth is sharing with another company the allotment will show under the parent company booth. Please contact the parent company booth coordinator and they will send it to the ASCRS Exhibits Manager; you will NOT be entering badges online.
Exhibiting companies at ASCRS Subspecialty Day will receive 2 complimentary exhibitor personnel badges per tabletop exhibit space. Each additional badge (over allotment) will cost $300.00 Complimentary badges that are not assigned prior to the show date can be registered. Once your company badge allotment has been fulfilled, the above charges will apply. Payment is due at time of processing.
Changes to a badge after it has been printed will result in a non- refundable charge of $300.00. Replacement of a lost badge will result in a non-refundable charge of $300.00.
Payment for the above is required at the time of request. ASCRS accepts American Express, Discover, MasterCard, and VISA. The registration staff will not invoice for replacement badges; payment is due at time of processing.
COMPANIES THAT SHARE A BOOTH If your booth is sharing with another company the allotment will show under the parent company in the booth. Please email your badge list to the parent company booth coordinator if you have any questions on how to proceed. If you are not sure which is the parent company, email the Exhibits Manager.
The parent company booth contact will be able to upload or enter your exhibitor badges and have access to change the company name on the badges.
BADGE ACCESS Exhibitor badges will not be issued to any practicing physician, nurse, or technician who has not registered for the meeting as an attendee in the appropriate category.
Exhibitor badges for ASCRS Subspecialty Day and the ASCRS and ASOA Annual Meeting will have designated colored lanyards.
ASCRS Subspecialty Day Exhibitor badges DO NOT cross over to the ASCRS and ASOA sessions or Exhibit Hall. ASCRS and ASOA exhibitor badges DO NOT cross over to the ASCRS Subspecialty Day sessions or exhibit area. If you are exhibiting at ASCRS Subspecialty Day and the ASCRS Annual Meeting, you must have both exhibitor lanyards and badges.
POLICIES & PROCEDURES REQUESTING MEETING SPACE All meetings and events hosted by industry, attendees, or non- attendees must be submitted to ASCRS through the online space application process and must be approved by ASCRS.
Affiliates functions are defined as meetings, events, dinners, and any off-site function that requires its own space outside of your exhibit booth or private room at a venue or restaurant.
You are required to submit an application for approval if your affiliate function includes any of the following elements:
an invitation registration a presentation celebration
If you are not sure if your function qualifies as an affiliate function, please contact ASCRS to confirm before submitting an application.
Applications will open December 15. An application must be submitted even if the event is for industry or staff only.
An application is required to be submitted for each day a meeting or event is being held.
An application must be submitted even if it’s not at one of the ASCRS official hotels.
An application must be submitted for any venue space or restaurant space.
If you are requesting function space at a location that is not listed in the menu selection, you are still required to apply for function space through the online application process and note the requested location in the application.
The meeting space application can be found within your exhibitor dashboard starting December 15. Requests can only be made online. Payment is due at time of submitting your application, otherwise the request will not be sent through the database and ASCRS will not be notified.
All space assignments are subject to availability, and requests are handled on a first-come, first-served basis.
Hospitality suites fall under the affiliate function policy and follow all rules and regulations set forth by the affiliate function policy and procedures listed here. Please contact Samantha Engler, [email protected], for details.
CONFIRMED EXHIBITORS A non-refundable administrative fee of $500.00 will be required at time of application per function, per day up until February 20. Space requests made on or after February 21 will be charged a non-refundable $750.00 administrative fee.
NON-EXHIBITING COMPANIES A non-refundable administrative fee of $1000.00 will be required at time of application per function, per day.
AFFILIATE APPLICATION PAYMENTS Payments must be made at time of application using one of the following credit cards: American Express, Discover, Mastercard, VISA.
Checks, wires, and ACH WILL NOT BE ACCEPTED AS A FORM OF PAYMENT FOR AFFILIATE FUNCTIONS.
POLICIES AND PROCEDURES ASCRS does not endorse or sanction any affiliated function. Use of the ASCRS and its subsidiaries’ names or logos in conjunction with these events is strictly prohibited.
ASCRS will not be held responsible for any charges incurred by approved or outside vendors. All charges are the sole responsibility of the company hosting the affiliate event.
ASCRS MEETING SPACE APPROVAL PROCESS All functions must be scheduled so as not to interfere with the ASCRS, ASOA, and EyeWorld programs, breaks, events, and lunches. Events that are submitted that conflict with the outlined dates and times will not be approved.
You may promote your affiliate function by sending a mailed advertisement or eblast. The attendee mailing list request form will be available in the Service Kit in December. Please send your mailer and eblast to Jamie Barbera | Exhibits Manager | [email protected], for review and approval. Changes may be requested.
You are allowed one sign in front of your meeting room. Signage for your event is not permitted in lobby spaces or where it will interfere with other events and meetings taking place.
CORPORATE AFFILIATE MEETINGS Corporate affiliate meetings are defined as functions that include only the exhibiting company personnel and no meeting attendees.
These meetings may be scheduled anytime from April 21–April 25, provided meeting space is available at the requested location.
All Corporate Affiliate Meetings must be submitted to ASCRS through the meeting space application process and must be approved by ASCRS. There are no blackout times for industry only events and meetings.
advisory meeting filming & interview rooms has educational or informative components
AFFILIATE FUNCTIONS The time periods listed below reflect when any aspect of the event may begin including onsite registration and/or a reception.
AFFILIATE MEETINGS WITH 100 OR FEWER PROFESSIONAL ATTENDEES A professional attendee is defined as an ophthalmologist, optometrist, practice administrator, technician or nurse, and/or anyone considered to be a health professional.
Affiliate meetings and functions that include the attendance of less than 100 professional attendees may be held beginning Thursday, April 21–Monday, April 25 within the following time periods (please note there is limited availability): Thursday, April 21 Any time Friday, April 22 Prior to 8:00 a.m. & after 5:30 p.m. Saturday, April 23 Prior to 8:00 a.m. & after 5:30 p.m. Sunday, April 24 Prior to 8:00 a.m. & after 5:30 p.m. Monday, April 25 Prior to 8:00 a.m. & after 5:30 p.m.
AFFILIATE MEETINGS WITH MORE THAN 100 PROFESSIONAL ATTENDEES A professional attendee is defined as an ophthalmologist, optometrist, practice administrator, technician or nurse, and/or anyone considered to be a health professional.
Affiliate meetings and functions that include the attendance of more than 100 professional attendees may be held beginning Thursday, April 21–Monday, April 25 within the following time periods (please note there is limited availability): Thursday, April 21 Any time Friday, April 22 Prior to 7:00 a.m. & after 5:30 p.m. Saturday, April 23 Prior to 7:00 a.m. & after 6:00 p.m. Sunday, April 24 Prior to 7:00 a.m. & after 5:30 p.m. Monday, April 25 Prior to 7:00 a.m. & after 5:30 p.m.
THIRD PARTY COORDINATOR INFORMATION Companies using a third party to coordinate their off-site events are required to have their contact information included in the online application.
If you’d like to promote your event or meeting to attendees, you may send out a mailer or eblast. Please contact us for the required disclaimer you will need to include in your marketing materials. You may request an attendee list through the request form in the service kit. Your first attendee list will be complimentary. You are permitted one sign in front of your meeting/event space. Signage for your meeting or event is not permitted outside the confines of a competing exhibitor’s meeting or event. Should competing companies host events in the same hotel/venue on the same day, external marketing is limited to immediately in front of your meeting/event space(s) only. External marketing may
not interfere or detract from a competing exhibitor’s event or marketing. External personnel used for marketing purposes are expected to maintain appropriate behavior and dress at all times.
QUESTIONS REGARDING AFFILIATE FUNCTIONS If you need to make changes to your event after you have submitted your application or after the location has contacted you, please email Samantha Engler, [email protected].
All meeting space questions should be directed to Samantha Engler, [email protected].
POLICY REGARDING UNAPPROVED FUNCTIONS In order to maintain the integrity of the meeting for all attendees and exhibitors, the following enforcement policy will be enacted for all affiliate meetings. ASCRS will speak with the hotel/venue, company contact listed on the application or other personnel with managerial responsibility and require that the affiliate function be shut down during show hours for all violations.
1st Offense The exhibiting company hosting the function will have their Priority Points accrued during the current year reduced by 50%. They may also be prohibited from requesting meeting space for the following year. In addition, the exhibitor will not receive any Priority Points accrued for either the housing or the consecutive years attending.
2nd Offense The exhibiting company hosting the function will lose all Priority Points accrued during the calendar year and will receive no Priority Points for the remaining portion of the year. ASCRS will not permit the company to host or act as a meeting planner for any affiliate function for the following two years. Additionally, the company may be prevented from exhibiting or attending the following ASCRS Annual Meeting.
3rd Offense ASCRS will prohibit the exhibiting company hosting the function from exhibiting at the next ASCRS meeting.
The exhibitor will lose all Priority Points accrued during the calendar year and will receive no Priority Points for the remaining portion of the year. ASCRS will not permit the company to host or act as a meeting planner for any affiliate function the following five consecutive years.
ASCRS appreciates the need for each firm to conduct business in an effective and efficient manner during the course of the meeting and is pleased to note that the large majority of exhibitors comply with our policies, enabling our attendees to enjoy the full scope of educational and social content offered by both ASCRS and our industry partners.
BEFORE THE EXHIBITION BIOMEDICAL WASTE Companies with exhibits that include the use of animal tissue, human tissue, disposable needles, sharps, human blood, or products contaminated with blood must complete the ASCRS liability waiver and the hazardous waste removal order form, submit their company certificate of insurance and pay the corresponding fee for removal of the waste no later than February 11.
Additional information and all forms can be found in the Service Kit, available in December.
CERTIFICATE OF INSURANCE (COI) If you're hosting a lab in your booth, you are required to submit your company's certificate of insurance no later than February 11.
ASCRS, Freeman, and the Walter E. Washington Convention Center are required to be listed as additional insured.
The certificate holder should be addressed as the below: ASCRS | 12587 Fair Lakes Circle, Suite 348 | Fairfax, VA 22033
Required information to be included in your certificate of insurance:
Producer insurance agent/broker who issues certificate.
Name of insured: Must be the legal name of contracting party.
Types of insurance: Must include types required by contract.
Form of coverage: Must be "occurrence" form of coverage.
Policy effective date: Must be prior to or coincidental with the first day of Exhibitor Move-In.
Policy expiration date: Must be on or after the last day of Exhibitor Move-Out.
Limits of insurance: Must be the same or greater than required by contract.
Commercial General Liability with limits of not less than $1,000,000 each occurrence, $2,000,000 general aggregate and $2,000,000 products and completed operations aggregate.
Automobile Liability with a limit of not less than $1,000,000 combined single limit, each accident.
Umbrella/Excess Liability with a limit of not less than $1,000,000 each occurrence and $1,000,000 each aggregate.
Workers Compensation, as required by law, with Employers Liability Limits of not less than $1,000,000 each accident, $1,000,000 disease, each employee, and $1,000,000 disease, policy limit.
Authorized representative: Must be signed (not stamped) by an authorized representative of Producer.
BIOMEDICAL WASTE (SUPPLIES & REMOVAL) A Freeman representative will drop off the supplies you requested to your booth during move in on Friday, April 22 before 5:00 p.m. You will be required to drop off your medical waste at the designated location near the Exhibitor Service Center, at the close of the show, every evening. Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the facility.
More information can be found in the Service Kit, available in December.
LASERS & OTHER POTENTIALLY HAZARDOUS LIGHT SOURCES Any exhibitor who will be utilizing or displaying lasers (inoperable or operable) or other potentially hazardous optical sources will be required to review the ASCRS Laser Safety Guidelines and submit the Laser Safety Use form to the Exhibits Manager no later than February 11. This form will be in the Service Kit.
LASER SAFETY INSPECTIONS & REGISTRATION The exhibiting company utilizing or displaying lasers during the ASCRS Exhibit Hall and Subspecialty Day Exhibit Hall will be subject to a laser safety inspection performed by an outside expert along with an ASCRS staff member. A schedule will be provided before move-in begins onsite.
Absolutely no lasers will be displayed without first being inspected and approved by the laser safety inspector.
Identification signs stating the class of laser, inoperable or not FDA approved at this time, are required to be displayed for such lasers. Signage must be displayed at all times during the show or equipment housing the laser will be removed immediately, at the expense of the exhibitor.
Exhibitors with lasers may also be subject to, without notice, an inspection by the Fire Marshal. Should they feel that the laser(s) do not meet approval, the exhibitor will not be permitted to use the laser(s) during the show.
SPECIALTY GASES & COMPRESSED AIR All gas cylinders must be securely fastened to a carriage or to a fixed location at all times and may be subject to Fire Marshal review.
Specialty Air or Gases Please contact Messer Industrial Gases 1-833-7MESSER | [email protected]
Compressed Air Please contact Hi-Tech at the Convention Center [email protected]
BIOMED HAZARDOUS WASTE, LASER SAFETY & SPECIALTY GAS
FDA REGULATIONS Exhibitors must abide by all applicable Food and Drug Administration (FDA) regulations, including but not limited to any or all approval requirements. Exhibitors are reminded that the FDA generally prohibits the advertising or other promotion of investigational or unapproved drugs and devices. The FDA also forbids the commercial promotion of approved drugs or devices for unapproved uses.
Unapproved devices may be displayed only if they are the subject of an effective investigational device exemption (IDE) or if they are the subject of a pending 510(k) pre-market notification application. Exhibitor is required to post a sign stating the device or product is not FDA approved at this time.
Any investigational product that is displayed or graphically depicted within the exhibit must (a) contain no claims of safety or effectiveness, (b) contain no comparative claims to other marketed products, and (c) be accompanied by a sign clearly and prominently stating that the device is limited by federal law to investigational use and is not approved by the FDA for commercial distribution in the United States.
Exhibitors may not sell, commercialize, or take orders or names with respect to an investigational drug or device, or a device that is subject of a pending 510(k) application, unless limited to research or investigational use.
These restrictions are not intended to limit the full exchange of scientific information regarding an investigational drug or device. If the FDA or a court of competent jurisdiction determines that a company’s exhibit at an ASCRS meeting is in violation of any FDA regulations, including but not limited to the promotional restrictions and rules described above, the company may be subject to sanctions, including but not limited to exclusion from exhibiting at subsequent ASCRS meetings.
Concerns or questions regarding compliance with FDA regulations should be addressed to the appropriate agency within the FDA.
FDA REGULATIONS
FREEMAN IS DESIGNATED AS THE ASCRS ANNUAL MEETING GENERAL SERVICE CONTRACTOR
Available services include: Audio/visual
Material handling
Rigging
For lightweight hanging signs under 200 pounds, Freeman will be the designated provider.
Freeman also provides the following specialty services:
Booth furniture rental and accessories
Custom exhibits and rentals
Graphics
Shipping
Freeman will be onsite at the Exhibitor Service Center during the Annual Meeting to assist you in coordinating any last-minute services, ordering additional products, and answering any questions you may have.
WALTER E. WASHINGTON CONVENTION CENTER EXHIBITOR SERVICES
Below are the exclusive vendors and services at the Convention Center:
Aramark – Booth Cleaning & Catering
Capital Business Center
GLP Inc – Rigging
The Center has designated its service partners Hi-Tech Electric and Projection and its partner GLP as official providers of all rigging except for lightweight loads such as banners and signs under 200 pounds. For lightweight hanging signs under 200 pounds, Freeman will be the designated provider.
Hi-Tech – Electrical & Compressed Air
Smart City – Internet Services
OTHER OFFICIAL SHOW CONTRACTORS ASCRS has secured vendors as official contractors to provide the necessary services for a successful meeting and exhibition. We encourage exhibitors to utilize their services. Contact information and order forms will be available in the Exhibitor Service Kit. To identify our partners, look for the Annual Meeting or association logo on all order forms and email communications.
Radiant Global Logistics – Freight/Shipping Services
Convention Data Services Xpress Leads – Badge Registration & Lead Retrieval
Messer Industrial Gases – Specialty Air or Gases
OnPeak – Housing
EXHIBITOR APPOINTED CONTRACTORS (EAC) & LABOR Labor within the booth can be provided either through an exhibitor appointed contractor (EAC) you have hired or the official service contractor (Freeman). All individuals working in the hall must be badged at all times.
An EAC is any company other than one of the designated official contractors for ASCRS that provides services to an exhibitor and will require access to the show during installation, show days, or dismantle.
EACs are NOT permitted to perform any of these services: Booth Cleaning
Catering
Electrical
Material Handling
DESIGNATING AN EAC An exhibitor can designate an EAC for installation and dismantle of their booth, audio/visual (A/V), photography, lead retrieval, or other specialty services, but the exhibiting company MUST submit the Notice of Intent to Use an EAC form and the EAC's insurance certificate to ASCRS by January 28 or the EAC will not be permitted access to the Exhibit Hall.
Documents may be submitted via email to Jennifer Murray, [email protected].
Failure to submit forms by the designated deadline will result in the exhibiting company being required to use labor provided by the official service contractor for installation and dismantle and other ASCRS selected contractors for other services.
Exhibitor is required to submit a form for an EAC company that is NOT listed below:
Convention Center – Booth Cleaning, Catering, Electrical, Plumbing, Rigging
Convention Data Services Xpress Leads – Lead Retrieval
Freeman – Official Show Contractor & Audio Visual
Messer Industrial Gases – Specialty Gases & Compressed Air
Photographer – Vendor TBD
RA Consulting – Booth Security
Urban Jungle – Floral/Plant Services
EAC ACCESS TO THE SHOW FLOOR EACs are not permitted on the show floor during show hours. Should access to the show floor be necessary during show hours, the exhibiting company must allocate the EAC a badge from their corporate allotment of exhibitor badges, and proper professional attire is required.
EAC CERTIFICATE OF INSURANCE (COI) Exhibitors are not required to submit a COI. This is for EAC companies only. The EAC must send ASCRS an acceptable public liability insurance policy (COI) as to coverage limits and information located below.
ASCRS, Freeman, and the Walter E. Washington Convention Center are required to be listed as additional insured.
The certificate holder should be addressed as: ASCRS | 12587 Fair Lakes Circle, Suite 348 | Fairfax, VA 22033
Required information to be included in your certificate of insurance:
Producer: Insurance Agent/Broker who issues certificate.
Name of insured: Must be the legal name of contracting party.
Types of insurance: Must include types required by contract.
Form of coverage: Must be "occurrence" form of coverage.
Policy effective date: Must be prior to or coincidental with the first day of Exhibitor Move-In.
Policy expiration date: Must be on or after the last day of Exhibitor Move-Out.
Limits of insurance: Must be the same or greater than required by contract.
Commercial General Liability with limits of not less than $1,000,000 each occurrence, $2,000,000 general aggregate, and $2,000,000 products & completed operations aggregate.
Automobile Liability with a limit of not less than $1,000,000 combined single limit, each accident.
Umbrella/Excess Liability with a limit of not less than $1,000,000 each occurrence and $1,000,000 each aggregate.
Workers Compensation, as required by law, with Employers Liability Limits of not less than $1,000,000 each accident, $1,000,000 disease, each employee, and $1,000,000 disease, policy limit.
Authorized representative: Must be signed (not stamped) by an authorized representative of Producer.
Notice of Intent to Use an EAC form and COIs should be submitted via email to the contact below no later than January 28.
Jennifer Murray | ASCRS Meetings Department | [email protected].
Plumbing/Compressed Air/ Specialty Gases
INDEMNIFY & HOLD HARMLESS Exhibitor expressly agrees to indemnify and hold harmless ASCRS, its management, agents, and employees from any and all liability, claims, loss, damages or expenses, including counsel fees and costs resulting from injuries to any person, including other exhibitors, the agents, employees and attendees, or damage to any property, including property owned by other exhibitors, in connection with its use of the exhibit space.
Exhibitor agrees that the exhibition assumes no responsibility for the safety of the properties of the exhibitor, its officers, agents or employees from theft, damage by fire, accident, or any other cause whatsoever.
The exhibition provides security guards for public spaces only; however, attention is called to the necessity for insurance covering all risks (liability, fire, theft, damage, etc.) on your exhibit from place of shipment to the exhibition, facility, return, and during exhibition.
EAC & LABOR BADGING Wristbands will be given to EACs and Labor at the designated check-in desk during move-in and move-out and will only be given if ASCRS has received the Notice of Intent to Use an EAC along with a valid certificate of insurance (COI) from the EAC.
Wristbands allow EACs access to the show floor during move-in and move-out only. An EAC without the EAC work authorization form or without a valid certificate of insurance (COI) on file must provide completed documentation or will NOT be permitted on the show floor.
EXHIBITOR APPOINTED CONTRACTORS
EXHIBITOR OFFICIAL SERVICES CONTRACTOR INFORMATION Show management has selected Freeman to be the Official Services Contractor for the upcoming show. As the Official Services Contractor, Freeman has the responsibility for material handling and any services not exclusive to the Walter E. Washington Convention Center.
To help you understand the Official Services Contractor responsibilities, we ask that you read and observe the following to aid in a smooth and efficient move-in and move-out of the show.
BALTIMORE/WASHINGTON AREA UNION REGULATIONS To assist you in your planning efforts for the upcoming exposition, we are certain you will appreciate knowing in advance that union labor may be required for certain aspects of your exhibit handling.
CONVENTION CENTER RULES/INSURANCE Exhibitor expressly agrees to adhere to all convention rules and regulations published by the Convention Center. Exhibitor agrees to meet all Convention Center insurance requirements and accepts sole responsibility for securing required license/permits needed, for example, from ASCAP/BMI for the use of music in booth area. Please refer to the Convention Center website for further details.
Acceptable hand-carry materials include boxes, suitcases or fiberboard shipping cartons, portable displays on wheels, and small luggage racks.
EXHIBITOR HAND-CARRY MATERIALS One individual from each exhibiting company is permitted one trip to hand-carry items into the exhibit facility. The exhibitor use of dollies, hotel baggage carts, flat trucks, and other mechanical equipment is not permitted. Freeman will control access to the trade show floor, which includes access from the loading docks and/or all doorways into an exhibit facility. This will help to provide a safe and orderly move-in/move-out. Unloading or reloading of any freight into the Exhibit Hall by any and all private vehicles and contracted carriers will be handled by Freeman.
Exhibitor personnel may perform the following functions as long as they are a full-time employee of the exhibiting company:
Hand-carry small items and pop-up displays ONLY. No carts are permitted.
HAND CARRY ENTRANCE LOCATION 9th St and Mt. Vernon Place is the designated entrance for exhibitors who wish to hand-carry materials to their booth. Exhibitors may use this entrance to transport materials they can carry in one (1) trip to their booths.
The following items are NOT considered hand-carry items: two wheel dolly loads, hotel Bellman’s carts, boxes or crates requiring two people to carry.
In no circumstance is any exhibitor authorized to use Freeman material handling equipment for any purpose.
EXHIBITOR INSTALL/DISMANTLE PERMISSIONS The installation and dismantling of prefabricated displays comes under the jurisdiction of the carpenters union. However, two (2) full-time exhibiting company employees may work without Carpenter Labor for one (1) hour on the installation (move-in) and one (1) hour on the dismantle (move-out) without union labor on booths that are larger than 10 x 10. Exhibitors may work in booths 10 x 10 or smaller without the use of union labor.
Exhibitors are not permitted to use power tools (electric drills, power saws, etc.) on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable for exhibitor use within size and time limitations. Exhibitors may not borrow tools, ladders, or other equipment from the exhibit facility and/or Freeman.
LABOR RATES Install & Dismantle Labor ST: $115.90/hr OT: $173.85/hr
PLUMBERS The facility will handle all plumbing work such as compressed air, water, drain or natural gas.
RIGGING The Center has designated its service partners Hi-Tech Electric and Projection and its partner GLP as official providers of all rigging except for lightweight loads such as banners and signs under 200 pounds. For lightweight hanging signs under 200 pounds, Freeman will be the designated provide
LABOR & UNION JURISDICTIONS
LABOR & UNION JURISDICTIONS
SPECIALTY GASES & COMPRESSED AIR All gas cylinders must be securely fastened to a carriage or to a fixed location at all times and may be subject to Fire Marshal review.
Specialty Air or Gases Please contact Messer Industrial Gases 1-833-7MESSER | [email protected]
Compressed Air Please contact Hi-Tech at the Convention Center [email protected]
UNFINISHED SIDEWALLS & BACKWALLS Exhibitors must mask all displays with unsightly back/side walls. If necessary, a drape will be installed to cover any unfinished parts of a display and the exhibitor will be charged accordingly by Freeman.
TIPPING Freeman requests that exhibitors do not tip its employees by giving money, merchandise, or other special consideration for services rendered. Exhibitors should not give coffee breaks other than mid-morning and mid-afternoon when employees have a 15-minute paid break. Any attempts to solicit a gratuity by an employee for any service should be reported immediately to a supervisor of Freeman. Freeman employees are paid an excellent wage, and tipping is not an accepted company policy.
Freeman craftsmen at all levels are instructed to refrain from expressing any disputes or directly challenging the practices of any exhibitor. All questions arising with regard to the jurisdiction or practices must be directed to a Freeman management representative
SAFETY Standing on chairs, tables, or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. Freeman cannot be responsible for injuries or falls caused by improper use of this furniture. If assistance is required in assembling your booth, please order labor on the Display Labor order form and the necessary ladders and tools will be provided.
IN GENERAL Craftsmen at all levels are instructed to refrain from expressing any grievances or directly challenging the practices of any exhibitor. All questions arising with regard to the Union's jurisdiction or practices must be directed to a Freeman management representative.
MATERIAL HANDLING & SHIPPING Material handling is the unloading of your shipment, transporting it to your booth, storing and returning your empty crates and cartons and reloading your shipment at the close of the show (also called drayage). This service is not included in the cost of your booth space. Avoid unexpected costs at show site and pre-order this service.
Handling charges are based on the weight of the freight. Shipments are billed by the hundred. A 200 lb minimum per shipment applies.
Minimum per shipment may apply; see Material Handling/Drayage for details in the Exhibitor Service Kit. Please prepay all shipping charges. Freeman cannot accept or be responsible for collect shipments. Crated and uncrated shipments must be separated and clearly identified on separate bills of lading with separate weight tickets; otherwise, Freeman will invoice the entire load at the uncrated rate.
Crated: Material that is skidded or is in any type of shipping container that can be unloaded at the dock with no additional handling required.
Uncrated: Material that is shipped loose or pad-wrapped, and/or unskidded machinery without proper lifting bars or hooks.
Special Handling: Defined as shipments that are loaded by cubic space and/or packed in such a manner as to require special handling, such as ground loading, side door loading, constricted space loading and designated piece loading or stacked shipments. Also included are mixed shipments and shipments without proper delivery receipts.
Overtime Surcharges: Shows that move in or move out on weekends or after 4:30 p.m. during the week may be subject to additional overtime surcharges.
WAREHOUSE SHIPMENTS – ST/ST Crated, Skidded: $118.35/CWT Special Handling: $147.97/CWT
SHOW SITE – ST/ST Boxed, Crated, Skidded: $110.50/CWT Special Handling: $138.08/CWT
The freight target floor plan for move-in dates and times will be available in the Exhibitor Service Kit.
You are required to adhere to the target floor plan schedule in order to assist with a smooth move in for all exhibitors.
ADVANCED WAREHOUSE Exhibiting Company Name/Booth # ASCRS 2022 C/O Freeman / UPS Freight 6571 Washington Blvd Elkridge, MD 21075
Freeman will accept crated, boxed or skidded materials beginning March 21 at the above address. Materials arriving after April 13 will be received at the warehouse with an additional after deadline charge. Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108” H x 93” W. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 a.m.–3:30 p.m. Certified weight tickets must accompany all shipments.
SHOW SITE Exhibitor Name & Booth # ASCRS 2022 c/o Freeman 801 Mount Vernon Pl. NW Washington, DC 20001-3614
All carriers must first check in at the marshaling yard located at 9900 Business Pkwy., Lanham Maryland 20706
Freeman will receive shipments at the exhibit facility beginning at 8:00 a.m. on Wednesday, April 20, 2022. Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility are the responsibility of the exhibitor. Certified weight tickets must accompany all shipments.
MATERIAL HANDLING & SHIPPING
BOOTH SPACE DESIGN GUIDELINES ASCRS invites exhibitors to create booth designs that are welcoming and engaging, however, adoption of the ASCRS show look is prohibited.
Exhibits must conform to the professional and scientific atmosphere of the meeting and are subject to onsite review and, where necessary, modification at the exhibitor’s expense.
All components of the booth design including truss and lighting are to remain within the boundaries of the exhibit space.
ISLAND BOOTHS An island exhibit is an open area of exhibit space with aisles on all four sides. Island booths must be designed to allow access from all four aisles.
Ceiling covering may not span the entire aisle length.
Structures may not exceed twenty-five feet (25’) in height.
Theater seating for presentations and demonstration areas in a booth are required to be a minimum of five feet (5’) back from the aisles, supply headsets to attendees, and the aisles must remain free from congestion.
Exhibit displays, construction, and signage must be arranged to not obstruct a significant amount of the line of sight view (50% of the side of the booth the structure is on) or otherwise interfere with the displays of other exhibitors.
Conference, office, storage, or meeting room enclosures may not exceed 100 square feet in booths less than 1,600 square feet, and not exceed 50% of the length of the aisle the room is located on.
Please review further guidelines on the next page regarding island booth designs.
No exhibitor shall assign/sublet any part of its assigned space without the written consent of ASCRS.
LINEAR BOOTHS ASCRS does not permit Peninsula or End Cap Booths.
Each ten-foot by ten-foot (10’ x 10’) linear booth has uniform eight-foot (8') high back wall drape and uniform three-foot (3') high side drape, at the designated show colors.
The maximum allowable height of products and display materials is eight feet (8’).
Display materials greater than four feet (4’) in height must be a minimum of five feet (5’) back from the front aisle.
Exhibitors must mask all displays with unsightly back or side walls.
If necessary, a drape will be installed to cover any unfinished parts of a display and the exhibitor will be charged accordingly by Freeman.
Linear booths are not permitted to have any gobos.
All booths must have a floor covering. The full square footage of your exhibit booth space must be covered by 2:00 p.m. on April 22. Booths not containing floor covering will be supplied standard carpet, and the exhibitor will be charged accordingly by Freeman.
LINEAR BOOTHS
ISLAND BOOTHS
BOOTH COMPONENTS HANGING SIGNS A hanging sign is defined as an exhibit component suspended above an island space exhibit for the purpose of displaying graphics or identification. Hanging signs, regardless of type, are subject to the maximum size allowances stated in these policies and must conform to the standards that follow.
If the sign is hung horizontal or vertical, the combined length of all signs may not exceed the following limits: (Multiple sign dimensions are totaled to determine the length of the sign)
Hanging signs or banners are permitted in island booths only.
Hanging signs and graphics will be permitted to a maximum height of 25 feet from the top of the sign to the floor, where applicable.
For a single-faced or double-faced one-piece sign, the length of the sign may not exceed 50% of the booth dimension on the aisle that it faces.
For a rectangular, square, circular, or triangular sign, the length of any side of the sign may not exceed 50% of the booth dimension on the aisle that it faces.
The height limit for each side of a sign is 8 ft.
Exhibit booths that are multi-story, covered assembly areas (i.e., conference areas or theaters), or storage closets are permitted in the Exhibit Hall, provided the following regulations are met:
Enclosed areas must be protected by audible smoke detectors. Enclosed areas must contain a porous roof or cover, in order for the Convention Center’s sprinkler system to activate, in case of an emergency.
Enclosed areas must display a charged fire extinguisher, minimum rating of 3A40BC. A fire prevention attendant must be on duty at all times that the Exhibit Hall is closed, from move in to move out.
Maximum occupancy of the second floor, load-bearing areas: One person per 15 sq. ft. of floor space, not to exceed 25 persons.
Maximum occupancy numbers must be visibly posted. Two means of egress are required from each load bearing area, covered or uncovered assembly, in excess of 400 sq. ft., unless otherwise approved by the Convention Center.
Copies of exhibit plans must be submitted to the Convention Center at least 90 days prior to installation, certified and sealed by a licensed structural engineer or licensed architect. Plans will be reviewed by the Convention Center and subsequently the DCFD Fire Prevention Division for approval. If the compliance regulations are not met, the Convention Center has the authority to end the work and prohibit occupancy.
FLAMMABLE & TOXIC MATERIALS All materials used in display, construction, or decorating should be made of fire-retardant materials and be certified as flame retardant. Samples are required to be available for testing pre-show and onsite. Materials that cannot be treated to meet the requirements are not permitted for use. A flame-proof certificate is required to be available on hand for inspection by the fire marshal.
Flame retardant certificates must be with your booth blue prints and sent to the Exhibits Manager by January 21.
Exhibitors should be aware of local regulations regarding fire/safety and environment, which must be adhered to.
Additional information will be included in the online Exhibitor Service Kit.
BLUEPRINTS & BOOTH RENDERINGS You are required to secure approval from the Exhibits Manager before beginning any new construction. If you are planning a new booth design, please send the preliminary blueprints to the Exhibits Manager and indicate the date by which approval is needed in order to meet your internal construction schedules.
Island booths are required to email a copy of blue prints indicating all dimensions as well as an isometric or elevation view of your exhibit including the hanging sign to the Exhibits Manager, [email protected], by January 21.
YOUR BOOTH LAYOUT AND HANGING SIGN ARE NOT CONSIDERED FINAL UNTIL THE EXHIBITS MANAGER HAS SENT YOU APPROVAL.
BOOTH TYPES & DESIGNS
CONTESTS, DRAWINGS, AND RAFFLES Exhibitors are encouraged to engage meeting attendees and add value to the meeting experience. That said, contests, drawings, raffles, entertainment, and other similar activities must be reviewed and approved by the ASCRS Exhibits Manager. These activities must be compatible with and maintain the professional atmosphere and tone of the Annual Meeting, as well as enhance the attendee experience and should not be disruptive to neighboring exhibitors.
Exhibitors are not permitted to collect names or register individuals for contests, drawings, or raffles that will be held outside the Annual Meeting. Gaming devices of any description are not permitted in the Exhibit Hall.
EXHIBITOR BOOTH MARKETING GUIDELINES Except where specifically provided by contractual agreement between ASCRS and the exhibiting company for sponsorships and marketing opportunities, exhibitor marketing efforts must not extend beyond the confines of the exhibit booth.
Exhibitors may not: Solicit attendees in lobby spaces of the Convention Center.
Place or hand out promotional fliers in any locations other than their exhibit booth.
Conduct marketing within the confines of the Convention Center.
Place marketing on the sidewalks and promenade leading up to the Convention Center or official ASCRS hotels.
Place marketing by shuttle bus entrances, passenger drop off/pick up, and taxi lines.
Permit mobile advertising to remain stationary in front of the Convention Center entrances or other assigned meeting spaces.
AFFILIATE FUNCTION MARKETING GUIDELINES You are permitted one sign in front of your meeting/event space. Signage for your meeting or event is not permitted outside the confines of a competing exhibitor’s meeting or event.
Should competing companies host events in the same hotel/venue on the same day, external marketing is limited to immediately in front of your meeting/event space(s) only.
External marketing may not interfere or detract from a competing exhibitor’s event or marketing.
External personnel used for marketing purposes are expected to maintain appropriate behavior and dress at all times.
EBLAST/EMAIL MARKETING All eblast marketing must be approved through ASCRS prior to distribution and must contain the ASCRS disclaimer. Please contact Jamie Barbera, Exhibits Manager, [email protected], to obtain a copy of the disclaimer and submit your eblast marketing piece for approval by March 8.
MAILING LISTS There will be a request form in the Exhibitor Service Kit, available in December. The first preregistration attendee list request will be complimentary. The list will only contain name, registration category, title and physical mailing addresses; ASCRS and ASOA are not permitted to disclose email addresses.
PHOTOGRAPHY, FILMING, & STREAMING Non-flash photography is allowed for personal, social, or non- commercial use.
Please respect attendees and presenters who state they do not want their slides and/or content shared on social media.
Exhibitors taking photos must do so in a manner that does not disturb the presenter or other attendees.
Sharing slides that feature patient faces or other identifiable information is prohibited.
Video recording, live audio and/or video streaming is strictly prohibited. Failure to comply with this policy may result in being removed from the session and/or meeting.
EXHIBIT BOOTH MARKETING & ACTIVITIES
PRESS RELEASES For Members of the Media: Members of the media are welcome and encouraged to attend the ASCRS/ASOA Annual Meeting. We kindly request that all journalists pre-register. Registered media will have full access to all ASCRS and ASOA programming material and updates.
For further questions please contact Karen Mathes at [email protected] or 913-484-5355.
For Exhibitors: Exhibitors may issue press releases regarding their products, data, or other proprietary information available in the Exhibit Hall. They may also reference the fact that they are exhibiting at the ASCRS/ASOA Annual Meeting and that sessions at the meeting will provide additional data or information about their products or services. However, no company shall describe the presentation of data or information at the meeting in such a way as to imply an endorsement by ASCRS. Specifically, words such as “featured” or “showcased” must be avoided. Furthermore, no company shall issue a release listing by name official ASCRS and ASOA meeting content, programming, educational sessions, or other presentations.
Any press release referencing an exhibitor’s participation in the meeting must also include the following disclaimer:
All educational content of the ASCRS/ASOA Annual Meeting is planned by its Program Committee, and ASCRS and ASOA do not endorse, promote, approve, or recommend the use of any products, devices, or services.
The use of the ASCRS and ASOA logos is NOT permitted. Improper press releases will result in a Priority Point penalty.
For further questions, please contact Karen Mathes at [email protected] or 913-484-5355.
2022 EXHIBITOR SOCIAL MEDIA PROMOTION All exhibitors are encouraged to promote their 2022 ASCRS Annual Meeting attendance and booth information in advance of and throughout the meeting. All posts using the hashtags #ASCRS2022 and/or #ASOA2022 will be displayed for attendees to view.
PROMOTIONAL TOOLS AVAILABLE TO SHOWCASE EXHIBITOR ENGAGEMENT ARE OUTLINED BELOW:
Exhibitors may use a “We’re Exhibiting” image on Facebook, Twitter, LinkedIn, Instagram, and in email signatures. Exhibitors may also place the image on their website.
Contact Jamie Barbera ([email protected]) and provide booth number to request the customized image.
Make sure all posts use the meeting hashtag #ASCRS2022 and/or #ASOA2022.
Publish the post and repeat as desired.
EXHIBITORS ARE ENCOURAGED TO LEVERAGE SOCIAL MEDIA THROUGHOUT THE MEETING AS DESIRED, PROVIDED POSTS COMPLY WITH THE GUIDELINES BELOW:
Do not amend or alter the “We’re Exhibiting” image.
Do not use the image in a way that suggests or implies partnership, sponsorship, or endorsement by ASCRS or ASOA.
KEEP THESE GUIDELINES IN MIND WHEN POSTING ABOUT THE ANNUAL MEETING:
Non-flash photography is allowed for personal, social, or non-commercial use.
Exhibitors taking photos must do so in a manner that does not disturb the presenter or other attendees.
Video recording, live audio, and/or video streaming is strictly prohibited. Failure to comply with this policy may result in being removed from the session and/or meeting.
Examples
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TO FACILITATE EXHIBITOR ENGAGEMENT, ASCRS AND ASOA HAVE PROVIDED A COUPLE OF SUGGESTED EXAMPLES:
“Meet us in Washington, D.C. at #ASCRS2022. We are showcasing (enter description here).”
“Meet us in Washington, D.C. at #ASOA2022. We are showcasing (enter description here).”
EXHIBIT BOOTH GIVEAWAYS Items that will be used only by internal staff of the exhibiting company (and therefore not given away) are exempt from this policy.
Exhibiting companies may distribute descriptive product literature and samples of their listed products to each booth visitor. Where permitted by law, it is appropriate for companies to offer items that are not of substantial value ($100 or less) and do not have value to healthcare professionals outside of their professional responsibilities. For example, an anatomical model for use in the examination room is intended for the education of patients and would be acceptable.
Potential giveaway items must be designed primarily for the education of patients or healthcare professionals.
Potential giveaway items may not duplicate items ASCRS supplies with the support or promotional fees paid to ASCRS by a corporate supporter or advertiser. These items include but are not limited to lanyards, tote bags made of an enduring material, and bottled water.
Exhibiting companies may wish to place giveaway items from their booth in a bag. Because our attendee tote bags are a sponsored item, you are required to follow the guidelines below. 1. A product sample of the bag is required to be submitted to
Jamie Barbera, ASCRS Exhibits Manager, for prior approval.
2. The bag is required to be plastic or paper only.
Prescription drug samples may be distributed to ophthalmologists only in accordance with the Prescription Drug Marketing Act.
Distribution of approved items must not create a nuisance or cause interference with adjoining exhibitors.
For those companies that follow the Pharmaceutical Research and Manufacturers of America (PhRMA) Code and/or the Advanced Medical Technology Association (AdvaMed) Code, giveaways permitted for the Annual Meeting are those designed primarily for the education of patients or healthcare professionals. It is the sole responsibility of the exhibiting company to abide by the guidelines set forth by the PhRMA and AdvaMed Codes.
ASCRS, at its sole discretion, shall have the right to prohibit the distribution of any item it deems objectionable or otherwise inappropriate. You are required to gain approval for your giveaway.
Failure to provide a sample by March 8 may preclude the exhibitor from providing a giveaway. All giveaway items must be pre-approved by the Exhibits Manager or will be confiscated on the show floor and not returned.
Please submit a picture and short description of the items to Jamie Barber, ASCRS Exhibit Manager, [email protected].
POLICY ENFORCEMENT Any unapproved Annual Meeting marketing and/or advertising carries with it the possibility of penalties to be assigned at the discretion of ASCRS. Penalties will be conducted in accordance with the below unless otherwise stated. Depending on the severity of the offense and/or conduct, and/or number of violations, ASCRS may opt to forgo the below and close the event.
1st Offense Verbal warning
2nd Offense The exhibiting company will lose all Priority Points accrued during the calendar year and will receive no Priority Points for the remaining portion of the year. Additionally, the company may be prevented from exhibiting or attending the following ASCRS Annual Meeting.
3rd Offense ASCRS will prohibit the exhibiting company from exhibiting at the next ASCRS Annual Meeting. The exhibitor will lose all Priority Points accrued during the calendar year and will receive no Priority Points for the remaining portion of the year.
Again, it is not the intent of ASCRS to interfere with exhibitor outreach and/or marketing efforts, but only to ensure that the Annual Meeting remains a fair and positive opportunity for all involved.
HELIUM BALLOONS, CONFETTI & FOG MACHINES Helium balloons, confetti, and fog machines are not permitted on the show floor.
PROMOTIONAL MATERIAL Exhibitors may not use the name or logos of the American Society of Cataract and Refractive Surgery (ASCRS) or the American Society of Ophthalmic Administrators (ASOA) in promotional material without written consent from ASCRS and ASOA. While at the exhibition, distribution of advertising material and exhibitor solicitation of any sort shall be restricted to the exhibitor’s booth. Neither company nor products may extend into the aisle or beyond the limits of the assigned booth.
FOOD & BEVERAGE IN EXHIBIT BOOTHS Exhibitors are encouraged to purchase food and beverages from the Convention Center catering department for their booth during Exhibit Hall hours. Popcorn is not permitted.
DURING THE EXHIBITION ACCESS TO EXHIBITS Exhibitors will have access to the hall prior to opening each day in accordance with the below:
Saturday–Monday, 2 hours before the hall opens (7:00 a.m.)
Approval to access the hall prior to 7:00 am each day will not be approved.
If an exhibitor requires access to the show floor on any of these days prior to the above, the exhibitor is required to contact the ASCRS Exhibits Manager directly. Security is not permitted to grant any early access without show management approval.
BADGES REQUIRED Everyone is required to have a badge on in order to gain access to the Exhibit Hall. CARE OF FACILITY Protection of convention facility property Nothing shall be posted on or tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, or other parts of the facility or convention hall exhibit area without permission from the proper building authority. Please ask the Exhibits Manager.
Packing, unpacking, and assembly of exhibits shall be done only in designated areas and in conformity with the directions of the convention hall managers or their assistants.
CHILDREN IN THE EXHIBIT HALL Due to safety considerations, under no circumstances are children allowed inside the Exhibit Hall during installation or dismantle.
Children under the age of 18 are required to be accompanied by an adult that has an attendee badge. Strollers are not permitted in the Exhibit Hall.
EQUIPMENT PASS Removal of equipment or display items from the Exhibit Hall during meeting days—Saturday, April 23 through Monday, April 25— will require a pass. The passes can be obtained at the Exhibitor Service Center beginning Saturday, April 23. Once the show closes at 5:00 p.m. on Monday, April 25, equipment passes will not be required. It is the responsibility of each exhibiting company to properly secure and remove its equipment when the show closes.
PHOTOGRAPHY & FILMING Exhibitors may not take photos or videos of other booths. Non- flash photography is allowed for personal, social or non-commercial use.
An exhibitor may photograph or videotape only within the confines of their booth. Exhibitors taking photos must do so in a manner that does not disturb the presenter or other attendees.
Video recording, live audio, and/or video streaming is strictly prohibited. Failure to comply with this policy may result in being removed from the session and/or meeting.
Exhibitors who designate any third party to provide this service will be required to submit an EAC form, and the EAC must submit a COI form by the noted deadline.
EACs are prohibited from videotaping outside of the assigned booth space without proper approval from the Exhibits Manager.
Exhibitors understand and agree that photographs of their exhibit will be taken by the official show photographer while documenting the Annual Meeting. Exhibitors agree that photos of their booth possibly containing logos and trademarks may appear without restriction in promotional and other documents produced by ASCRS.
PROFESSIONAL BEHAVIOR Exhibitors may not enter another exhibitor’s booth. Professional behavior is expected by each company, its representatives, and exhibitor appointed contractors at all times during the ASCRS Annual Meeting.
Any provocation of another either verbally, physically, or by any other means will result in all parties involved surrendering their badges immediately and being escorted off the premises by security, and all parties being prohibited from attending the remainder of the meeting, exposition, and functions, and a booth refund will NOT be granted.
It is the discretion of the ASCRS Exhibits Manager to ask the exhibiting company(ies) to vacate the premises immediately or at the close of the day, as well as either penalize or prohibit the parties’ attendance at any future meetings held by the association.
If the exhibitor is asked to vacate the premises, they will forfeit 100% of the exhibit booth fee; a refund will not be granted.
DURING THE EXHIBITION
SECURITY ASCRS will hire security guards for the public areas of the Convention Center. Should you have valuable items in your booth that need to be left overnight, it is recommended that you hire the official show security company to provide security detail services. An order form will be provided in the Exhibitor Service Kit. ASCRS is not responsible for lost, stolen, or damaged items.
SELLING Selling or order taking is permitted, however, the exhibitor is expected to maintain proper decorum, follow ASCRS high standards, and be consistent with the educational purposes and integrity of the show and profession.
Exhibitors must obtain any/all permits/licenses required by the host state/city prior to selling/taking orders onsite. All taxes related to sales/orders onsite are the sole responsibility of the exhibitor. SELLER’S PERMITS/SALES TAX INFORMATION, WASHINGTON, D.C. You must submit a registration application with the D.C. Office of Tax and Revenue in advance of the event and must provide information regarding sales tax collection to their exhibitors.
For exhibitors filing for sales tax and use, go to the link below and click the box for "Sales and Use" mytax.dc.gov/WebFiles/faq/faq.html
For further information, contact: District of Columbia Office of Tax and Revenue Customer Service Administration 202-727-4829, 8:15 a.m.–5:30 p.m. ET 1101 4th Street SW, Suite 270 West Washington, DC 20024
SOUND & PRESENTATIONS IN BOOTHS When conducting a presentation in your booth, it is the exhibitor’s responsibility to keep overflow crowds clear of the aisles.
Earphones/headsets are required for booth presentations.
Seating for presentation areas must be free and clear from the aisles and be monitored and controlled so that all aisles remain congestion-free.
ASCRS reserves the right to determine whether sound and any audio/visual being displayed are the correct decibel level and may ask you to lower the volume.
DURING THE EXHIBITION
GENERAL RULES AND REGULATIONS 1. These rules and regulations constitute an essential part of the
contract for the exhibit space. During the Annual Meeting, the American Society of Cataract and Refractive Surgery (ASCRS) reserves the right to render all interpretations and to establish further regulations as may be deemed necessary for the general success of the exhibition.
2. ASCRS reserves the right to decline, prohibit, or expel an exhibit that, in its judgment, is out of keeping with the character of the exhibition, this reservation being all inclusive as to the persons, things, printed matter, product, conduct, etc. Should the exhibit be expelled, space payments will not be refunded.
3. Exhibitors shall be bound by all pertinent laws, codes, and regulations of municipal or other authorities having jurisdiction over the exhibit facility or the conducting of said exhibit, together with the rules and regulations of the owners and/or operators of the facility in which the exhibition is held.
4. It is agreed that if the exhibitor fails to comply in any respect with the terms of the agreement, ASCRS shall have the right, without notice to the exhibitor, to sell or offer for sale the exhibit space covered by this contract. Said exhibitor will be liable for any deficiency, loss, or damage suffered by the exhibition by reason of the premises stated, which loss or damage the exhibitor agrees to pay the exhibition upon demand together with reasonable expenses and costs incurred by reason thereof.
5. It is further agreed that actual occupation of the exhibit space by an exhibit is of the essence thereof, and that should the exhibition be unable to affect the sale of the space as herein provided, the exhibition is then expressly authorized to occupy or cause said space to be occupied in such a manner as it may deem in the best interest of the exhibition, without any rebate or allowance whatsoever to the exhibitor and without in any way releasing said exhibitor from any liability hereunder, and said exhibitor expressly agrees to pay the exhibition the full sum herein set forth.
6. ASCRS shall have full power in the interpretation and enforcement of all rules and regulations contained herein and the power to make such amendments thereto, and such further rules and regulations as it shall consider necessary for the proper conduct and success of the exhibition.
7. I understand that by providing my mailing address, email address, telephone number and fax number, I consent to receive communications sent by or on behalf of ASCRS (and their subsidiaries and affiliates) via regular mail, email, telephone or fax. I understand that ASCRS may share my address/email/telephone/fax with other organizations.
VIOLATIONS Specific actions may be taken by ASCRS for violation of any provision of these guidelines. Violations of any ASCRS policies, guidelines, rules, or regulations may result in the loss of Priority Points for future space assignments and/or immediate removal from
the Exhibit Hall and/or denial of exhibit space at future meetings. The action taken will be determined on the basis of the particular circumstances of the violations, but in cases involving major violations, may include legal action.
CATASTROPHE ASCRS will not be liable for the fulfillment of this contract as to the delivery of exhibit space if non-delivery is due to any of the following causes: by reason